Privacy Policy

ECTs: Tees Valley Teaching School Hub
St John Vianney Catholic Primary School, Hartlepool Appropriate Body

This Privacy Notice tells you about what information we collect about you, how we use that information and who we share it with.

Who we are and what we do

St. John Vianney Primary School, Hartlepool is the designated school of Tees Valley Teaching School Hub. St John Vianney Primary School Appropriate Body, Hartlepool is committed to keeping your information secure and managing it in accordance with our legal responsibilities under data protection law. Under data protection law, individuals have a right to be informed about how organisations use any personal data that they hold about them. This privacy notice explains how we collect, store and use personal data about individuals who are registered with St John Vianney Primary School Appropriate Body, Hartlepool for the purpose of Early Career Teacher (ECT) Induction.

Who processes your information?

Laura Rowsthorn, on behalf of the Appropriate Body, is the data controller of the personal information you provide to us. This means we determine the purposes for which, and the manner in which, any personal data relating to ECTs is to be processed.  Martin Boagey is the Data Protection Officer and can be contacted via email:  If you have any queries pertaining to how St John Vianney Primary School Appropriate Body, Hartlepool processes data please feel free to contact us.

Why do we need your information?

We will be required to process your personal data for the following reasons:

  • to meet our statutory obligation for the Induction Arrangements for School Teachers;
  • to ensure ECTs meet their qualification and contractual obligation, such as proof of employment;
  • to comply with the Equality Act, 2010.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing such information is Article 6.

What type of personal information do we collect and how do we collect it?

We collect and use personal information on ECTs, their Induction Tutor and their Mentor. We process data relating to individuals who are registered with St John Vianney Primary School Appropriate Body, Hartlepool. This includes but is not restricted to the following: ECTs, Induction Co-ordinators, Induction Tutors, Headteachers and where appropriate the Provider of the Induction Programme for the ECT.

We will only use the data for the purposes for which it was provided. Personal data that we may collect, use, store and share (when appropriate) about individuals will depend on their role in the process, and may include, but is not restricted to:

  • Name (& any previous names)
  • Telephone numbers
  • Email address
  • Date of birth
  • Teacher Reference Number
  • Qualified Teacher Status information
  • Name of employing organisation
  • Nature of contract with employing organisation
  • Name of previous schools at which ECT induction was served
  • Start date of induction
  • Qualifications (training information)
  • Record of completing ECT induction training
  • Lesson observation forms
  • Meeting notes and actions forms
  • Teacher standards evidence forms
  • Professional review forms
  • Assessment forms
  • Personal support plans
  • Action plans
  • Records of emails and telephone communications
  • Records of meetings and quality assurance visits
  • Trade union membership
  • Health, including any medical conditions and number of days absence during ECT induction

There are other times not linked to your support where we may need to share your information. These include:

  • Where there is a serious risk of harm to you or to others
  • Where there are concerns for the welfare of a child
  • For the Prevention or detection of crime
  • Where a court order requires us to share information about you

Why we collect and use personal information?

The purpose of processing this data is to allow the St John Vianney Primary School Appropriate Body, Hartlepool to comply with Statutory guidance, namely:

  • Register an ECT with the Teaching Regulation Agency;
  • Record Qualified Teacher Status and employment status;
  • Contact an individual or school;
  • Correspond with National Providers of the ECF;
  • Correspond with individuals about induction procedures and processes;
  • Correspond with individuals about professional development events;
  • Ensure that all ECTs, Induction Tutors, Mentors and Induction Co-ordinators have completed the relevant ECT Induction training;
  • Ensure that the timescales for assessment periods are correctly calculated;
  • Ensure that any period of induction completed previously is taken into account;
  • Provide previous assessment forms to schools where an ECT moves schools during the induction period;
  • Review ECT Induction forms and support plans to ensure adequate support is being provided to the ECT;
  • Review completed formal assessments and communicate with ECTs and schools about these assessments;
  • Ensure that where support meetings with Appropriate Body have taken place, the relevant records are available for future reference;
  • To monitor when an extension to an ECT Induction period may be required;
  • Register the outcome of induction with the Teaching Regulation Agency

Personal information may be retained depending on the nature of the information. Data will only be retained as long as necessary to fulfil the purposes for which it was processed and will not be retained indefinitely. In the case of ECTs we will retain data for 6 years after the date of induction completion in line with the statutory recommended minimum period. After 6 years the data will be permanently deleted from the system and cannot be retrieved.  If you require further information regarding the retention of data and records management, please contact the Data Protection Officer (

Who we share information with

The St John Vianney Primary School Appropriate Body, Hartlepool will share data with:

  • Teaching Registration Agency;
  • Provider of ECF Programme;
  • DfE
  • Schools employing the ECT

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact: Martin Boagey, Data Protection Officer, who can be contacted via email: 

You also have the right to:

  • object to decisions being taken by automated means;
  • have inaccurate personal data rectified;
  • in certain circumstances, have inaccurate personal data erased or destroyed; and
  • seek redress, either through the ICO, or through the courts.

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at Contact

If you would like to discuss anything in this privacy notice, please contact: Martin Boagey, Data Protection Officer via email: